1 The Greater Kanawha Valley Foundation (TGKVF) Grant Application Program 2011 The Foundation has three grant cycles annually. The deadlines for these grants are: The Foundation has three grant cycles annually. The deadlines for these grants are:  TGKVF Education, Arts & Culture – February 1, 2011  TGKVF - Health & Human Services – May 2, 2011  TGKVF - Public Recreation & Land Use – Aug. 1, 2011

The Greater Kanawha Valley Foundation Distribution Committee Guidelines For 2011 Grant Year The Greater Kanawha Valley Foundation wants to strike a balance between helping nonprofits through these difficult financial times and maintaining our grant making to groups that work in community development through the issue areas of education, arts & culture, health, human services, land use and public recreation by temporarily shifting our emphasis not our strategy. 2

The Greater Kanawha Valley Foundation Distribution Committee Guidelines For 2011 Grant Year We will prioritize grant requests that ensure that basic human needs (food, shelter, health care, utility payments, job training, etc) are met to the fullest extent possible. In additional to our pre-existing grant restrictions we will not fund:  Capital expenses except third cycle  Extended grant commitments 3

The Greater Kanawha Valley Foundation Distribution Committee Guidelines For 2011 Grant Year  Grants that request non-core program expenditures, such as strategic planning, workshops, etc.  Grants will be reviewed carefully for duplication of services, so positive collaboration and partnerships are encouraged. 4

5 TGKVF Fact Sheet Our fact sheet will give you information about the additional requirements to apply for a grant. Our fact sheet will give you information about the additional requirements to apply for a grant. Please be sure to read all of the information on the fact sheet carefully to make sure your project falls under the guidelines to apply. Please be sure to read all of the information on the fact sheet carefully to make sure your project falls under the guidelines to apply.

6 TGKVF Service Area  The Foundation accepts grants from a six county region. The counties are:  Boone  Clay  Fayette  Kanawha  Lincoln  Putnam  State-wide organizations should only request funding to support efforts/programs in this six-county region

7 TGKVF Focus on Community Development All grants submitted to the Foundation must fall under the Broad Category of Community Development. Community Development is broadly defined as programs or projects that: All grants submitted to the Foundation must fall under the Broad Category of Community Development. Community Development is broadly defined as programs or projects that:  Improve the quality of life  Promote Economic Development, or  Reduce Poverty

8 TGKVF Gives Priority to Proposals that:  Encourage “bridging,” community bonding, and connectedness;  Generate Matching Funds, thus leveraging additional support;  Exhibit coordination and collaboration among organizations;  Implement new approaches and innovative techniques to solve community problems; or  Focus on proactive, preventive measures

9 TGKVF Restrictions The Foundations DOES NOT make grants to exclusively support the following: The Foundations DOES NOT make grants to exclusively support the following:  National or statewide proposals that do not focus on our 6-county service area  General Operating budgets for established organizations  Annual campaigns or membership drives  Travel expenses or school uniform purchase  Ongoing support for the same project  Staff costs only

10 TGKVF Restrictions, Continued  Consultants, consultant fees, conferences or workshop speakers  Individuals, student aid or fellowship  Endowments  Religious activities of religious organizations  Each Organization can apply for only one grant per year

11 Requirements  TGKVF applications must be submitted on -line and received by 5:00 p.m. on the assigned grant deadline date per cycle  Incomplete grant applications will not be considered  Applicants must be a nonprofit or charitable organization

12 Requirements-Continued All required materials outlined in the grant application guidelines must be received by the grant deadline: All required materials outlined in the grant application guidelines must be received by the grant deadline:  Completed Grant Proposal Submission Checklist  Completed Application- Keep answers as brief as possible  Budget Form-Three quotes or bids for any single purchase or capital improvement over $1,000  Copy of the organization’s IRS 501(c)(3) non-profit determination letter  Current financials: overall agency budget; project budget; Form 990, 990 EZ or 990N; audit (include management letter if applicable)  Current Board List  Letter from financial, collaborative or programmatic partners

13 TGKVF On-line Application Information Visit the Foundation’s website and review the Application, Fact Sheet, and Six Steps to Prepare and Apply for a 2010 Grant Application, prior to beginning an application Visit the Foundation’s website and review the Application, Fact Sheet, and Six Steps to Prepare and Apply for a 2010 Grant Application, prior to beginning an applicationwww.tgkvf.org Prepare your answers in a Word file to cut and paste them into the online application Prepare your answers in a Word file to cut and paste them into the online application Spell check your answers in Word before you enter them in the online application (the online application does not have a spell check feature) Spell check your answers in Word before you enter them in the online application (the online application does not have a spell check feature) Gather all required attachments and have them ready in Word or scanned pdf. or jpg. files to attach or upload at the end of the application – do not attach additional materials Gather all required attachments and have them ready in Word or scanned pdf. or jpg. files to attach or upload at the end of the application – do not attach additional materials Do not use any formatting such as tabs, underline, bullets, tables, font changes, etc. as the formatting does not covert well Do not use any formatting such as tabs, underline, bullets, tables, font changes, etc. as the formatting does not covert well

14 TGKVF On-line Application Information Create an account and save your password information, if you do not, you will need to start the application process over from the beginning Create an account and save your password information, if you do not, you will need to start the application process over from the beginning The Foundation does not have access to your password information, and we can not retrieve your information until you have submitted the complete application The Foundation does not have access to your password information, and we can not retrieve your information until you have submitted the complete application Save your work often Save your work often Print a copy of your application prior to submitting it to the Foundation for your records Print a copy of your application prior to submitting it to the Foundation for your records

15 TGKVF On-line Application Information Do not hit the submit button more than once Do not hit the submit button more than once You will receive an confirming your submission You will receive an confirming your submission Do not wait until the deadline date to submit because the server will be busy and your application may not go through in time Do not wait until the deadline date to submit because the server will be busy and your application may not go through in time The Application will be inactive immediately after the deadline for each cycle and no late applications can be submitted. The Application will be inactive immediately after the deadline for each cycle and no late applications can be submitted. Grants submitted out of cycle will not be accepted until the proper cycle. Grants submitted out of cycle will not be accepted until the proper cycle.

16 TGKVF Submission Checklist Include all documents needed to make your grant application complete Include all documents needed to make your grant application complete Do not have to sign and date the checklist (1) Do not have to sign and date the checklist (1) Please note the checklist will request an Application Cover Form- Ignore this request, it is now part of the online grant application (2) Please note the checklist will request an Application Cover Form- Ignore this request, it is now part of the online grant application (2) The Budget Narrative is part of the online grant application (7) The Budget Narrative is part of the online grant application (7) The Submission Checklist is submitted as an attachment to the proposal - a link to the form is in the on-line application The Submission Checklist is submitted as an attachment to the proposal - a link to the form is in the on-line application

17 TGKVF Organization Information–Page 1 Legal applicant Legal applicant Physical address of legal applicant with contact information Physical address of legal applicant with contact information Contact person for application with contact information Contact person for application with contact information Year legal applicant organization was founded Year legal applicant organization was founded Faith-based organization Faith-based organization Total operating budget for the legal applicant Total operating budget for the legal applicant Legal name of your fiscal agent Legal name of your fiscal agent

18 Grant Request Information-Page 2 Name Your Project Name Your Project Project abstract is the public relations description. Very short, a sentence if possible Project abstract is the public relations description. Very short, a sentence if possible Beginning and ending dates of your project/activity Beginning and ending dates of your project/activity Cost of project- amounts must be consistent throughout the application Cost of project- amounts must be consistent throughout the application

19 Grant Request Information-Page 2- Continuted Figure what percent of the total project/activity budget you are asking from TGKVF- cannot be 100% Figure what percent of the total project/activity budget you are asking from TGKVF- cannot be 100% List previous funding from TGKVF List previous funding from TGKVF Select field of interest area Select field of interest area Select what type of funding you are requesting; Capital Funds, Challenge Grant, General Support, or Project Support Select what type of funding you are requesting; Capital Funds, Challenge Grant, General Support, or Project Support

20 Proposal Elements (Narrative) – Page 3 Agency History Agency History  State how long you have been a nonprofit  Give your organization’s mission statement  Demonstrate how the subject of the proposal fits within or extends the mission  Describe the organization's structure, program and special expertise  Give the reader a brief feel for the organization’s board  Discuss your organization’s financial position and articulate the projects you have successfully implemented in the past

21 Proposal Narrative Continued – Page 3 Collaborative efforts are encouraged and should address the following:  The proposal involves more than one agency, bringing complimentary and diverse skills or resources to the project (people, time, in-kind contributions, etc.)  Do the partners have a shared vision to work together to achieve a desired result?  Does the project reduce a duplication or overlap of services?  Does the project model a collaborative effort and maximize resources?

22 Proposal Elements – Page 3 Problem/Needs Statement Problem/Needs Statement Narrative description of current condition or situation involving people including the effects of impact and the causes or contributing factors Narrative description of current condition or situation involving people including the effects of impact and the causes or contributing factors  Should describe what the problem is that requires a solution  Talks about the people in need and what is the need  What would happen if this need is not addressed  How is this need linked to the applicant organization  Should be people-centered, method-free and answer “so what?”

23 Proposal Elements – Page 3 Developing Goals, Objectives and Methods Developing Goals, Objectives and Methods  Do the goals align with the mission of the organization?  Goals should be long range and general  Are the objectives measurable or quantifiable?  Do the methods describe how they will achieve the goals or objectives?  Methods should describe the sequence or flow of the activities to meet the goals and objectives  Should be attainable within one year

24 Proposal Elements – Page 3 Project/Activity Timeline Please make sure you fill out the timeline and list the time frame in which you plan to implement the steps for your project. Please make sure you fill out the timeline and list the time frame in which you plan to implement the steps for your project. The timeline should be within a one year period for the grant request. The timeline should be within a one year period for the grant request. Grants awarded have a one year limit. Grants awarded have a one year limit. The project/activity timeline is submitted as an attachment to the proposal - a link to the form is in the on-line application The project/activity timeline is submitted as an attachment to the proposal - a link to the form is in the on-line application

25 Proposal Elements – Page 3 Impact and Evaluation Impact and Evaluation There is a clear monitoring and/or evaluation component in the proposal that measures the goals and objectives There is a clear monitoring and/or evaluation component in the proposal that measures the goals and objectives  Is the evaluation plan reasonable in scope for the project?  How does the organization define success for the project?  Will the stakeholders be involved in the evaluation (staff, volunteers, participants)?  What, who, how, and when will data be collected and analyzed?

26 Proposal Elements – Page 3 Impact and Evaluation-Continued Impact and Evaluation-Continued Recognized Model Recognized Model Explain how your project will contribute to Community Development Explain how your project will contribute to Community Development Describe how your project affect the quality of life, encourages economic development, and/or helps to reduce poverty Describe how your project affect the quality of life, encourages economic development, and/or helps to reduce poverty Explain how your project builds social capital Explain how your project builds social capital

27 Proposal Elements – Page 3 Sustainability Sustainability Describe the long-term strategy for continued funding at the end of the grant period. Describe the long-term strategy for continued funding at the end of the grant period. Project is time-limited or a one-time project that can be completed within one year Project is time-limited or a one-time project that can be completed within one year Is the sustainability plan reasonable, particularly for long-term projects? Is the sustainability plan reasonable, particularly for long-term projects? How will the organization obtain other funds, if necessary, to support the project beyond the one- year grant period? How will the organization obtain other funds, if necessary, to support the project beyond the one- year grant period?

28 Sustainability Continued Sustainability Continued Provide evidence of broad-based support for the program, including other funding sources Provide evidence of broad-based support for the program, including other funding sources List active partners, if any, prepared to contribute resources, both financial and in-kind List active partners, if any, prepared to contribute resources, both financial and in-kind List other sources of support (cash and in-kind) available for the project List other sources of support (cash and in-kind) available for the project Proposal Elements – Page 3

29 Budget Narrative-Page 4 Provide a budget narrative to accompany the budget form explaining all costs, expenses, and match for your project Provide a budget narrative to accompany the budget form explaining all costs, expenses, and match for your project Budget narrative must clearly demonstrate how organization calculated its total dollar request Budget narrative must clearly demonstrate how organization calculated its total dollar request Budget form and narrative are in the same order Budget form and narrative are in the same order Budget form and narrative “add up” correctly Budget form and narrative “add up” correctly

30 Budget Form Attachment-Upload from page 5 (narrative details all items on budget form) Budget Form Attachment-Upload from page 5 (narrative details all items on budget form) Budget is adequate and realistic for the proposed project Budget is adequate and realistic for the proposed project Budget is clear, concise and all the costs are related to the project Budget is clear, concise and all the costs are related to the project Line items are specific Line items are specific Organization has matching funds and is not requesting 100% of the cost of the project from the Foundation Organization has matching funds and is not requesting 100% of the cost of the project from the Foundation Organization has a current audit and/or board-approved financial statement Organization has a current audit and/or board-approved financial statement If there is any single purchase or capital improvements over $1,000, three quotes or bids are included If there is any single purchase or capital improvements over $1,000, three quotes or bids are included

31 Line items explain all costs of project Line items explain all costs of project Provide a detailed account of all expenses (both requested funds and match) Provide a detailed account of all expenses (both requested funds and match) Match includes cash and in-kind Match includes cash and in-kind Column 1 details all item costs requested from the funder Column 1 details all item costs requested from the funder Column 2 details all item costs provided by the applicant and other sources Column 2 details all item costs provided by the applicant and other sources Column 3 provides a total of item costs Column 3 provides a total of item costs The costs must be consistent with stated goals, staffing patterns, etc… The costs must be consistent with stated goals, staffing patterns, etc… The budget form “adds across and down” each column and row The budget form “adds across and down” each column and row The budget form is submitted as an attachment to the proposal - a link to the form is in the application – select only one budget form to complete The budget form is submitted as an attachment to the proposal - a link to the form is in the application – select only one budget form to complete Budget Form Attachment-Upload from page 5 (narrative details all items on budget form)

32 Attachments- Page 5 The following attachments must be submitted or the application cannot be accepted: The following attachments must be submitted or the application cannot be accepted: Submission Checklist (download) Submission Checklist (download) Project/Activity Timeline (download) Project/Activity Timeline (download) Budget Form (download) Budget Form (download) Organization’s Current Operating Budget (Scan) Organization’s Current Operating Budget (Scan) Form 990, 990EZ or 990N (Scan) Form 990, 990EZ or 990N (Scan) Annual Audit and Management Letter if Applicable (Scan) Annual Audit and Management Letter if Applicable (Scan) IRS Non-Profit Determinations Letter- 501(c)3 (Scan) IRS Non-Profit Determinations Letter- 501(c)3 (Scan) Current Board of Directors List, with Positions and Addresses (Scan) Current Board of Directors List, with Positions and Addresses (Scan) Three Quotes or Bids for any Single Item on the Budget over $1, (Scan) Three Quotes or Bids for any Single Item on the Budget over $1, (Scan) Please submit them in the order listed Please submit them in the order listed

33 Grant Review Process  Applications are reviewed for completeness; incomplete applications will be denied and not submitted to the Distributions Committee for review  A Volunteer Distributions Committee serving for the Foundation reviews all of the grant applications – this review process will be on-line only. Therefore, any materials that are not in the form of an attachment or a scanned document will not be reviewed.  Applicants may be contacted by a member of the Distribution Committee to discuss their proposal or conduct a site visit if needed  The Distributions Committee makes recommendations to the Board of Trustees. The Foundation Board is responsible for all final decisions on funding.  The grant review process takes up to 60 days after each grant cycle deadline  Applicants will be advised in writing of the status of their grant request after the Board decision

34 Required Attachments  Completed Grant Proposal Submission Checklist  Completed Application (no more than fifteen pages for the entire application- not including attachments)  Project/Activity Timeline  Budget Form-Three quotes or bids for any single purchase or capital improvement over $1,000  Copy of the organization’s IRS 501(c)(3) non-profit determination letter  Current financials: overall agency budget; project budget; Form 990,990 EZ or 990 N; audit (include management letter if applicable)  Current Board List  Letter from financial, collaborative or programmatic partners ( if applicable)

35 Contact Information The Greater Kanawha Valley Foundation The Greater Kanawha Valley Foundation Phone - (304) Phone - (304) Toll Free Number - ( ) Toll Free Number - ( ) Fax Number – (304) Fax Number – (304) Website – Website – – or – or